#Configure Email Templates

Email templates allow you to customize AvePoint Cloud Governance notification emails, such as when a request is approved or when a task expires. Different email templates are used for different notifications.

To access Email templates, click the Email templates card on the Profiles & templates page.

#Create or Edit an Email Template

To create a new email template, click Create on the ribbon; To edit an email template, select an email template in the table, and then click Edit on the ribbon. Then, configure the following settings:

1. Name – Enter a name for the email template.

2. Description – Enter an optional description for the email template.

3. Type – Select a type that the email template belongs to from the drop-down list to designate when the email template can be used in AvePoint Cloud Governance.

4. Language – The email template language will be used as the display language of the email sent to the recipients. Complete the following steps to configure the email template language:

   1. Click the edit button of your desired language to edit the message in the language.

   2. In the Edit message panel, complete the following settings:

      1. Subject – Enter the subject of the email notification for the email template. You also insert a reference in the subject by clicking Insert reference. A reference is a parameter that will call up the corresponding information for each request, task, or event. The references displayed in the panel are all references available to the email template type you selected. For references with an edit button in the Action column, you can customize the reference display name by clicking the edit button and entering a new name in the text box. Make sure the new reference display name cannot be the same as the original reference name or any other existing reference name.

         For descriptions of the references, refer to Available References in Modern Email Templates.

         For the New task and Renewal assignment template types, you can insert metadata in the subject by clicking Insert metadata. The metadata is a parameter that will call up the object or service metadata values for each task. All metadata will be displayed in the panel and you can search for specific metadata using the search box. Select the metadata you want to insert to the subject. When all configurations are completed, click Insert. If the object or service does not have the selected metadata, the metadata name will be displayed as plain text.

         NOTE

         For the New task template type, you can choose to insert an object or service metadata value for the selected metadata. For the Renewal assignment template type, you can only choose to insert object metadata value for the selected metadata.

         Note that this only supports new tasks and renewal assignments related to teams, site collections, and Microsoft 365 Groups.

      2. Message body – Customize the message body of the email notification for the email template. You can insert a reference in the message body by clicking Insert reference. A reference is a parameter that will call up the corresponding information for each request, task, or event. The references displayed in the panel are all references available to the email template type you selected. For references with an edit button in the Action column, you can customize the reference display name by clicking the edit button and entering a new name in the text box. Make sure the new reference display name cannot be the same as the original reference name or any other existing reference name.

         For descriptions of the references, refer to Appendix G - Supported References in Email Templates.

         For the New task and Renewal assignment template types, you can insert metadata in the message body by clicking Insert metadata. The metadata is a parameter that will call up the object or service metadata values for each task. All metadata will be displayed in the panel and you can search for specific metadata using the search box. Select the metadata you want to insert to the message body. For the New task template type, you can choose to insert an object or service metadata value for the selected metadata. When all configurations are completed, click Insert. If the object or service does not have the selected metadata, the metadata name will be displayed as plain text.

         Note that this only supports for new tasks and renewal assignments related to teams, site collections, and Microsoft 365 Groups.

      3. Click Save to save your configurations.

   3. Turn on the toggle to enable the language as the display language for the email template.

   4. To enable multiple languages for the email template, repeat the steps above.

   You can send a test email by clicking the test button for a language to send a test email after your configuration. Then, in the Send a test email window, enter an email address in the text box and click Send. The test email will be sent to the specified email address. Note that all data contained in the email is sample data.

5. Default language – If you enable multiple languages for the email template, select a default language from the drop-down list.

   [!NOTE]

   • If the language selected in AvePoint Cloud Governance Personal Settings is enabled here, the display language of the e-mail sent to recipients follows the language defined in the AvePoint Cloud Governance Personal Settings of the recipients.
   • If the language selected in AvePoint Cloud Governance Personal Settings is not enabled here, the default language will be used as the display language of the e-mail.
   • If the recipients of an e-mail are multiple users, the display language of this e-mail will be the default language that you selected.

6. Include attachment in email template – This option is available when you select the following types for the template: Configure governance details task completion, Object import process completion, and Object import result. You can choose whether to include an attachment in the email template.

7. Display column – Add columns to display in the email template when the Object list reference is inserted. Click Add to open the Add column panel. Select available columns and click Add to list, the selected columns will be shown on the table.

8. Click Save to save all your configurations.

#Import Email Templates

You can import email templates to AvePoint Cloud Governance by clicking Import on the ribbon. Then, complete the following steps in the Import panel:

1. Import an email template file (.zip) – Browse and select a ZIP template file to import to AvePoint Cloud Governance. The uploaded file must be in the .zip format.

2. If the email templates to be imported have duplicate names with an existing one, choose how to handle such email templates by choosing from the following options:

   • Do not import the email template

   • Import and overwrite the existing email template

3. Click Import. You can view the import status and results in the Job monitor.

#Export Email Templates

To export email templates from AvePoint Cloud Governance, select one or more email templates in the table, and then click Export on the ribbon. The selected email templates will be downloaded via a .zip file.

#View Template Details

An email template can be used in services, profiles, approval processes, policies, or settings. You can select an email template and then click View details on the ribbon to have a quick view of where the email template is currently being used.